Local Office Administrator

Terracon; City of Syracuse (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Terracon in Syracuse, NY is seeking an Office Administrator to oversee daily general office operations, coordinate maintenance, order supplies, support fleet management, and assist with project coordination and marketing materials.

The role requires a high school diploma and at least one year of administrative experience; a valid driver's license may be required. You will greet visitors, onboard new hires, and help ensure safety and compliance.

Qualifications

• High school diploma or equivalent.
• Minimum 1 year administrative experience.
• A valid driver’s license with acceptable violation history may be required.

Responsibilities

• Oversee daily general office operations including maintaining the office environment, ordering supplies, and coordinating maintenance of office equipment.
• Support fleet management administration activities, and assist with project coordination and marketing support as needed.
• Greet visitors and vendors, onboard new hires, coordinate workstation setup and team introductions, and assist with onboarding processes.
• Coordinate local office events, trainings, wellness initiatives, recognition programs, and annual benefits enrollment reminders.
• Assist with timesheets, answer general office questions, and support asset inventory and recycling of old equipment.
• Ensure compliance with local, state, and federal employment law posters and related requirements.
• Draft and update marketing materials and proposals, format presentations, and support monthly fleet-related processes.
• Review office performance on cost factors such as asset utilization and preventive maintenance compliance.
• Provide administrative support for telematics programs, DOT compliance, and safety procedures.

Skills

Administrative Experience

Valid Driver's License

Education

High School Diploma or Equivalent

Job description

General Responsibilities:

Oversee daily general office operations including but not limited to, coordinating all aspects of the daily office environment by performing tasks such as office maintenance, ordering office supplies, and other related tasks. The Local Office Administrator may also support fleet management administration activities, support the coordination of projects, and provide marketing support, as needed.

Essential Roles and Responsibilities:

• Ensure the office operates efficiently and effectively by performing various office administration tasks such as but not limited to, ordering office supplies, coordinating and scheduling office equipment maintenance, greeting visitors, vendors, performing office tours, coordinating workstation set up and team introductions, and onboarding office new hires.
• Foster employee engagement by coordinating local office events, trainings, welcoming & onboarding new employees, consistently sharing updates on activities such as wellness initiatives, local recognition programs, and reminders for annual activities such as benefits enrollment and annual engagement surveys.
• Resolve general office related questions including matters such as timesheets.
• Support the office with computer replacements, asset inventory, and recycling old computers.
• Support office local, state, and federal employment law compliance through activities such as maintaining correct employment law posters.
• Assist project managers with the coordination and support of projects including tracking & routing documentation, project status, and drafting reports.
• Provide administrative support to draft and update marketing materials including formatting presentations & proposals.
• Participate in the annual budget request process for regional fleet ordering.
• Support local office fleet management through various administrative tasks such as, reviewing and approving monthly vehicle rentals, requesting insurance cards, processing purchase orders (PO’s) and invoices, Department of Transportation (DOT) compliance with regulations, tracking, maintaining, and help auditing vehicle movement (rentals, transfers, leases) and monthly vehicle inspection documents for exceptions.
• Serve as the point of contact for fleet management vehicle registration, education on new vehicle processes, maintenance scheduling, vehicle accessory upgrades (strobe lights, backup alarms, toolboxes, etc.).
• Assist in the review of local office performance on key cost factors including asset utilization, fuel card issuance, and preventative maintenance compliance.
• Support the administration of the vehicle/equipment telematics program.
• Follow safety rules, guidelines and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements:

• High school diploma or equivalent.
• Minimum 1 year administrative experience required.
• A valid driver’s license with acceptable violation history may be required.